Automate notifications for employee referrals

Automate notifications for employee referrals

Overview

Zylker Corp, a leading tech company, actively recruits through employee referrals. To streamline communication and improve the referral experience, Zylker aims to automate notification emails for both the referring employee and the referred candidate using Zoho Forms.
This automation ensures transparency, timely updates, and recognition for employees participating in the referral program.

Automation scenario

When a Zylker Corp employee refers a potential candidate using an internal referral form, two automated email notifications should be triggered:
  1. A thank-you email has to be sent to the employee, confirming the referral and outlining potential rewards based on the job role referred and the designation offered.
  2. A confirmation email has to be sent to the referred candidate, acknowledging receipt of their application via referral.
This automation ensures timely updates and drives greater participation of employees in the referral program.  Let's see how Zylker Corp implements this automated flow using Zoho Forms.

Creating the form

Zylker Corp creates an employee referral form that collects both employee details and the referred candidate’s information, as shown below.

Employee Referral Form

Configuring email notifications 

To automate the notification process, set up an email template and configure email notifications that will be triggered on every successful form submission. To set it up,

  1. Navigate to Settings and select Email & Notifications > Email.

  2. Setup an email notification for sending a confirmation email to the referred candidate and save it.

    Candidate Email Template

  3. Set up one more email notification for sending a thank-you email to the employee who referred the candidate and save it. Make sure to mention the referral status and potential rewards for the referral.

    Employee Email Template

  4. With both email notifications configured, the form is now ready to use.

    Email Notifications

For detailed instructions on setting up email templates, choosing layouts or pre-built templates, and ensuring email deliverability, refer to the Email Notifications section. 

You can customize the form to notify the HR team and the respective department, reducing manual follow-ups and operational overhead. Automating the referral process helps maintain consistent communication with both candidates and employees, encouraging more participation in the program.